Post on 23-Dec-2015
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CHDP DIRECTOR/DEPUTY DIRECTOR TRAINING SECTION XQuarterly Invoicing/Property Management7/1/2010
22 General Information
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References
Instructions for completing invoices can be found in
Section 7 (Expenditure Claims and PropertyManagement) – from the Children’s Medical
Service(CMS) Branch Plan and Fiscal Guidelinesunless otherwise indicated.
Be advised that information may change. Refer
to the most current version of the Plan and Fiscal
Guidelines (PFG) for the latest information.7/1/2010
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Quarterly Invoicing
NOTE
It is imperative that the Director/Deputy Director work closely with fiscal services in the preparation and submission of the quarterly invoices, as the Director/Deputy Director is ultimately responsible for the accuracy of the information submitted.
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General Information
The quarterly expenditure invoice forms contain the same five line items used in the budgets.
Counties/Cities are not required to submit expenditure justification worksheets with quarterly administrative invoices; however justification of how expenditure amounts were derived must be maintained for audit purposes.
Invoices must be supported by time studies and maintained at the county/city level for audit purposes.
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General Information
Tools for using time study information to allocate personnel services and benefits expenses are included in the PFG, Section 9, References
Overhead costs on the invoices must be consistent with the county/city cost allocation plans for the approved invoicing period. Internal overhead costs must be prepared in accordance with the Office of the Assistant Secretary. External costs invoiced must be based on the plan approved by the State Controller’s Office.
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General Information
Invoices must list actual expenditures approved in the budget justification worksheet with the exception of indirect costs, staff benefits and certain goods.
Goods (e.g., equipment, printing, videos, etc.) that are supported by a purchase order, for which funds are encumbered, may not be received until the following fiscal year. These costs may be included on the fourth quarter invoice or submitted on a supplemental invoice for the fiscal year in which they were encumbered.
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General Information
Refer to Section 6, Budget Instructions for questions concerning the appropriate line item usage for an expense.
Headings on invoices must contain program name (i.e. CHDP), name of county or city, fiscal year of invoicing period and quarter ending date.
Invoices that exceed budgeted funding sources, or do not compute, will be returned for corrections.
Agencies are responsible for federal audit exceptions and must notify the State in the event any exceptions are found.7/1/2010
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Quarterly Invoices
Quarterly invoices for expenditures authorized in CMS budgets shall be submitted no later than 60 days after the end of each quarter. All quarterly invoices are paid on a cash basis, therefore it is important to submit invoices in a timely manner.
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Types of Quarterly Invoices
CHDP Quarterly Administrative Expenditure Initial InvoiceNo County/City Match InvoiceCounty/City Match*
Health Care Program for Children in Foster Care (HCPCFC) Quarterly Administrative Expenditure Invoice
CHDP Foster Care Administrative Expenditure Invoice*
CHDP Quarterly Administrative Expenditure Supplemental Invoice Parts A and B (This Invoice will be discussed in the Supplemental Invoice section.)
*These are optional, depending on local program funding.
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CHDP Initial No County/City Match Invoice
The CHDP Initial Invoice (No County/City Match) includes:A. Category/Line Items
1. Total Personnel Expenses 2. Total Operating Expenses 3. Total Capital Expenses
4. Total Indirect Cost 5. Total Other Expenses 6. Expenditure Grand Total
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CHDP No County/City Match Invoice
B. Source of Funds1. State2. Federal (Title XIX matching
funds) a. Enhanced State/Federal b. Non-Enhanced
State/Federal c. Total Funds (No local funds involved)
C. Certification and Signatures7/1/2010
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CHDP No County/City Match Invoice Form
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CHDP Initial County/City Match Invoice
The CHDP Initial Invoice (County/City Match) is completed for local programs that use the optional budget.
Local county/city funds may be matched with federal funds (Title XIX) for this budget. No State general funds are used in this budget.
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CHDP Initial County/City Match InvoiceThe Initial Invoice (County/City Match)
includes:A. Category/Line Items
1. Total Personnel Expenses 2. Total Operating Expenses 3. Total Capital Expenses
4. Total Indirect Cost 5. Total Other Expenses 6. Expenditure Grand Total
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CHDP Initial County/City Match InvoiceB. Source of Funds
1. County/City Funds2. Federal (Title XIX matching funds)
a. Enhanced b. Non-Enhanced c. Total Funds(No State Funds Involved)
C. Certification and Signatures
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CHDP County/City Match Invoice Form
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HCPCFC Invoice
The HCPCFC Invoice (No County/City Match) includes:A. Category/Line Items
1. Total Personnel Expenses 2. Total Operating Expenses 3. Total Indirect Cost
4. Expenditure Grand Total
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HCPCFC Invoice
B. Source of Funds1. State2. Federal (Title XIX matching
funds) a. Enhanced State/Federal b. Non-Enhanced
State/Federal c. Expenditure Grand Total
C. Certification and Signatures7/1/2010
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HCPCFC Invoice Form
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CHDP Foster Care Invoice
The CHDP Foster Care Administrative (County/City Match) invoice form is completed when the local program uses the optional budget to fund PHN and SPHN staff working in support of children and youth in out-of-home placement or foster care.
Local county/city funds may be matched with Federal funds (Title XIX) for this budget. No State general funds are used in this budget or included on the CHDP Foster Care Administrative Expenditure Invoice.
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CHDP Foster Care Invoice
The CHDP Foster Care Quarterly Administrative Invoice Form (County/City Match) includes:A. Category/Line Items
1. Total Personnel Expenses 2. Total Operating Expenses 3. Total Indirect Cost
4. Expenditure Grand Total
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CHDP Foster Care Invoice
B. Source of Funds1. County/City Funds2. Federal Funds (Title XIX)
a. Enhanced Fundsb. Non-Enhanced Fundsc. Total Funds
C. Certification and Signatures
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CHDP Foster Care Invoice Form
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2626Supplemental Invoice Parts A and B
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Supplemental Invoice
A Supplemental Invoice identifies the differences
between the expenditures and funding amounts
previously submitted on the Initial Invoice and the
expenditures and funding amounts that are currently true, correct, and accurately
reflect the actual spending pattern for a particular
quarter.7/1/2010
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Supplemental Invoice
A supplemental invoice is comprised of the following two parts:
Supplemental Invoice – Part A, Approved Invoice Plus Changes
Supplemental Invoice – Part B, Amounts of Changes
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Supplemental Invoice
Part A, Approved Invoice Plus Changes – represents the Initial Invoice that has been approved by the CMS Branch and any
changes that update the information previously
reported on the Initial Invoice.
Part B, Amounts of Changes – representsthe difference between the Initial Invoiceand the Supplemental Invoice Part A.7/1/2010
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Supplemental Invoice Form Part A
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Supplemental Invoice Form Part B
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Supplemental Invoices for Foster Care
Currently there is no specific supplemental invoice form for the CHDP County Match Quarterly Invoice, HCPCFC Quarterly Expenditure Invoice or the CHDP Foster Care Quarterly Expenditure Invoice.
If a supplemental invoice is required for these programs, contact your Regional Administrative Consultant for direction.
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Submission of Invoices
All invoices are to be submitted with original
signatures. Signature stamps are not acceptable.
Quarterly invoices shall be submitted no later than 60 days after the end of each quarter
Supplemental invoices shall be submitted no later than December 31st after the end of the fiscal year
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Submission of Invoices
First quarter invoice (time period of July 1 through September 30) is due by November 30.
Second quarter invoice (time period of October 1 through December 31) is due by February 28.
Third quarter invoice (time period of January 1 through March 31) is due by May 31.
Fourth quarter invoice (time period of April 1 through June 30) is due by August 31.7/1/2010
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Submission of Invoices
Invoices should be submitted to: California Department of Health Care
ServicesChildren’s Medical Services Branch Program Support Section-Administration
Unit P.O. Box 997413 MS 8104 Sacramento, CA 95899-7413
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Equipment Purchased with State Funds
All equipment purchased with funds furnished in whole or in part by the State shall be the
property of the State and shall be subject to the following provisions:
The county/city shall use its own procurement process when purchasing equipment.
All equipment purchased shall be used only to conduct business related to programs funded by CMS.
The county/city shall maintain a program for the utilization, maintenance, repair, protection, and preservation of State property.7/1/2010
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Equipment Purchased with State Funds
The county/city shall forward to the CMS Branch
regional office a list of all new equipment purchased
on the “Contractor Equipment Purchased with DHCS Funds” form (DHCS 1203). This form can be found in the PFG, Section 7.
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Equipment Purchased with State Funds State Asset Management staff will
provide identification tags and is responsible for inventory and control of equipment. Equipment will retain the same tag number for its duration.
All equipment must have State identification tags affixed to the front left-hand corner. The tags will be forwarded to the contact person on the DHCS 1203. 7/1/2010
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Major Equipment
Major Equipment Tangible items having a base unit cost of
$5,000 or more These items are issued green numbered
State/DHCS property tags
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Minor Equipment
Minor Equipment Specific tangible items with a life
expectancy of one (1) year or more that have a base unit cost less than $5,000
These items are issued green unnumbered “BLANK” State/DHCS property tags
Exceptions are PDA, PDA/cell phone combination, laptops, desktop personal computers, LAN servers, routers, and
switches, whichrequire numbered tags.
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Equipment Purchased with State Funds
The county/city shall submit an annual inventory of
State-purchased equipment on the form entitled “Inventory/Disposition of DHCS-Funded Equipment” DHCS 1204). The form can be found in the PFG, Section 7.
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Equipment Purchased with State Funds
The DHCS 1204 serves to provide an inventory to Asset Management of the Department’s assets and to notify Asset Management when disposal of those assets is needed.
Final disposition of all equipment shall be in accordance with instructions from the State and reported on the Property Survey Report (STD 152).
Management of all equipment purchased with State funds shall be coordinated through the Regional Administrative Consultant.
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Tagging and Disposal of Equipment
Equipment subject to these procedures is defined in the State Administrative Manual (SAM), Section 8602.
In response to the DHCS 1203 received from the county/city, the Regional Administrative Consultant forwards State tag(s) to the county/city with an equipment identification
tag transmittal letter.
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Tagging and Disposal of Equipment
State-purchased equipment used in performance of CMS program obligations must be disposed of according to DHCS procedures.
The county/city representative submits a written request to the Regional Administrative Consultant to dispose of equipment, or the Consultant may notify the county/city in writing that certain equipment is scheduled for disposition.
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Tagging and Disposal
The Regional Administrative Consultant notifies the DHCS Business Services Section, Property Unit, of the need for equipment disposition by submitting a completed Property Survey Report (STD 152).
http://www.documents.dgs.ca.gov/osp/pdf/std152.pdf
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Tagging and Disposal
The STD 152 will describe how the County/City will dispose of the equipment, or the State will provide some other correspondence to describe direction to take.
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